Clinical Services Coordinator

Job Details: Job Location: Central NY - East Syracuse, NY, Salary Range: $20.00 - $22.66Hourly, Job Summary:

The Clinical Services Coordinator is a non-licensed clinical operations support position responsible for coordinating the intake, initial review, routing, tracking, and follow-up of clinical consultation requests.  The Coordinator serves as the primary liaison between the Clinical Department and Care Management to help ensure consultation requests are complete, appropriate for review under the Clinical Consultation Request Process, and directed to the appropriate Nursing or Behavioral Health team. 

This role uses knowledge of Care Management practice, clinical terminology, organizational procedures, and risk indicators to recognize missing information, routine workflow needs, and concerns requiring prompt escalation.  The Coordinator does not independently make clinical recommendations.  Clinical decisions remain the responsibility of the Director of Nursing/Behavioral Health, Registered Nurses, Clinical Specialists, and other authorized clinical staff. 

Supervisory Responsibilities:

None

Essential Duties and Responsibilities:

Maintain the centralized tracking system for clinical consultation requests.

Review each request for completeness, clarity, required supporting information, and alignment with the current clinical consultation request process. 

Review available EHR information and prior consultation documentation, as appropriate, to identify missing records, prior recommendations, and/or unresolved follow-up needs.

Document all activities in line with the Clinical Standard Operating Procedures (SOPs).

Route complete consultation requests to the appropriate Director of Nursing or Behavioral health based on the primary presenting concerns. 

Identify requests which involve both medical and behavioral health factors so Clinical Leadership can determine whether a secondary clinical team member should be assigned.

Timely elevation of urgent, high-risk, or time sensitive concerns to the appropriate Clinical Director.

Assist the RNs and Clinical Specialists in obtaining records, assessments, medications, documents, provider information, or other materials needed to complete a consultation review. 

Coordinate follow-up with Care Management when clinical staff request additional information status updates. 

Monitor open items and provide timely reminders regarding outstanding information, overdue responses, scheduled follow-up and documentation requirements. 

Support scheduling consultation meetings and case-review activities as requested, including ensuring the appropriate Care Management participants are invited. 

Monitor the EHR and approved tracking systems to confirm required consultation documentation has been entered by responsible staff within established timeframes. 

Follow up with Care Management teams regarding completion and documentation of Action Step responses, attempts, barriers, and other required follow-up information. 

Coordinate post-closure outreach according to the consultation support level and schedule established by Clinical Leadership. 

Collect status updates from the Care Manager and Supervisor/Assistant Director and route new or recurring concerns to the assigned clinician or Clinical Director for determination of next steps. 

Identify incomplete, inconsistent, or overdue documentation and elevate unresolved matters through the established Care Management and Clinical leadership channels. 

Follows all mandated reporting requirements.

Adheres to all company policies and procedures.

Performs other duties as assigned.

Maintains confidentiality.

Must possess a valid Driver’s License from New York, or a contiguous state (i.e., Connecticut, New Jersey, Pennsylvania, and Vermont) OR must have the ability to take ample public transportation to attend meetings in person in the community and in the office as needed.

Qualifications: Education and Experience:

Bachelor’s degree in Human Services, Healthcare Administration, Social Work, Psychology, Public Health, Health Information Management, or a related field preferred. Relevant experience may be considered in lieu of degree requirements in accordance with organizational practice.

High school diploma or equivalent required.

Minimum of three years of experience in Care Management, care coordination, Health Home services, clinical operations support, utilization management, quality management, health information management, or a related healthcare or human-services setting preferred.

Demonstrated knowledge of Care Management workflows and responsibilities required.

Experience reviewing records for completeness, coordinating cross-functional workflows, maintaining case or referral tracking systems, and following up on time-sensitive documentation strongly preferred.

Experience supporting people with intellectual and developmental disabilities and familiarity with OPWDD services preferred.

No professional clinical license is required. This position does not independently assess, diagnose, treat, or provide clinical recommendations.

Absolute sense of integrity and personal commitment to serving people with I/DD and their families.

Ability to work independently within established procedures and to seek supervisory or clinical guidance when a matter exceeds the role’s authority.

AAP/EEOC

CCANY provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, the organization complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, training, and all other legally protected classifications.